HomeMy WebLinkAbout2020-06-10 Trustees of Osgood Hill Board Trustees of Osgood Hill Board Meeting— Remote Participation
Minutes of Board Meeting conducted June 10, 2020
Called to order 5:05pm all participants remote due to COVID-19 requirements.
Voting Members Present (5): Ellen Mosier (chair), David Brown,Jeanne Irwin, Robin Ellington,Jerome
Justin
Voting Members Absent (1): William Swiggart
Town Officials (2): Joanna Collantine (Estate Director), Rosemary Smedile (Clerk, Board of Selectman)
Handouts:
• Marketing Update
TSE Marketing Plan
2020 June 10.docx
• COVID Preparedness
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1. Introduction—Ellen
• Governor statement and my email: ellensmosier.stevensestate@gmail.com for
questions during the meeting, I will read as received on topic.
i. Meeting called to order
ii. Verbal Role Call— Ellen, Robin, Dave,Jeanne, and Jerry present at start of
meeting.
iii. We have a quorum to begin the meeting.
2. Previous minutes from May 27, 2020 meeting were unanimously approved.
3. Community Statement from Ellen S. Mosier, Chair,Trustees of Osgood Hill
Dlo�
Statement 6_10_20
Chair TofOH.pdf
4. Trustees' "observation" response to &from Town Manager Reports and Inquiries, 1-23.
• Jerry: sent email to Melissa on Monday,June 8, but have not received a response.
• Ellen: will be following up via phonecall to schedule a meeting to discuss Profit and
Loss, and another meeting on Donations/Marketing and Advertising.
5. Subcommittee, Profit Loss Report
• No update for this meeting. Next report out will be available in July for FY21.
• Jeanne: still need to see the transactions from the town to follow the bank transfers.
• Ellen: how does Munis track investments? Jeanne: Retained earnings should show up
on Munis as a revolving account. Joanna: Munis doesn't appear to have a separate
account for retained earnings, but there is revenue and expenses as well as capital.
• Robin: does the movement of funds require a vote of Town Meeting or vote from the
Trustees of Osgood Hill? Joanna: the budget is approved through Town Meeting as part
of the warrant. Will still need to be involved during the next budget cycle. Jeanne: we
have a fund with a balance of approximately$500k, but the annual budget is the focus.
Joanna: only the capital fund and CPA funds carry over from year to year. Operational
expenses are approved on an annual basis and not carried over. For Capital Projects
that are complete and closed any leftover funds go back to Retained Earnings.
6. Director,Joanna Collantine, Updates
• Ellen: article 20 of the town warrant covers the budget for Stevens Estate allowing us to
serve our customers.
• Expenses are estimated to be $230,000 for FY20 which includes approximately$6,000
for Covid-related costs (eg PPE, sanitizer, etc).
• For the FY20 full year, revenues and expenses should be very close. Just received
another deposit for a wedding in 2021.
• Town is showing expenses at approximately 75%of budget, but I am estimating 65%.
May be related to timing of printing the warrant for Town Meeting.
• Looks like Phase 3 we have the potential for outdoor events with restrictions. Will need
to wait for the Governor to issue guidance. We have events booked starting in August,
but there may be an opportunity to have smaller outdoor events from July 4 to mid-
August.
• Covid 19 preparedness plan was discussed. Funding may be available from the CARES
act and should be requested. In addition to CARES funding, another option is to place
an additional COVID-related charge per event.
7. Subcommittee, Marketing and Advertising Report
• Robin presented updated Marketing Plan 2020 as a result of meeting with Ellen,Joanna,
and Humara.
• We continue to try and maximize bookings as we move into FY21.
• Rosemary: there may be an opportunity to partner with the local Chamber of
Commerce. Robin: this is included in the plan.
• Jeanne: could consider an outdoor movie night at the Estate.
• Dave: status of Farmer's Market and the potential to host at the Estate to facilitate
social distancing.
8. Other Business/Updates
• Dave: met with Joanna and are ready to meet with Chris to work on improving the
website. One limitation is the inability to view the website on a mobile device. Not an
issue for town to host the site, but can focus on improved functionality. Joanna: let's
try and set up a meeting for week of June 15.
• Ellen: Board will need to be ready to discuss Article 20 at Town Meeting pending the
Finance Committee vote. Town needs to appropriate funding to cover the FY21
expenses,that would be repaid from Estate revenues. There is a risk the Finance
Committee may vote unfavorable action, or bring up the financial situation at the
Estate.
• Robin: the writeup in the warrant is misleading and would be beneficial for the Board to
have input into these types of summaries.
9. Upcoming Meeting schedule
• Wednesday June 24, 2020 5:30pm—this will be the annual meeting and brief in nature.
• Wednesday July 1, 2020 5:30pm
10. Meeting adjourned 6:41pm